Administrative Assistant - EHS - Family Child Care (61310)

University Settlement Society Of New York; New York (NY); On-site; USD 41,000 - 50,000; Full time

Job summary

University Settlement Society Of New York is seeking an administrative professional to support day-to-day operations across three Early Head Start programs in Brooklyn. You will coordinate supply orders, process payments, and manage invoicing with the Finance Department.

The role requires strong computer skills, 1-2 years of office experience, and a willingness to work with diverse communities. Normal hours are Monday to Friday, 9–5, with a commitment to equity and quality service.

Qualifications

• Must have High School Diploma or HSE; college degree preferred.
• 1-2 years of office experience and good computer skills (Microsoft Office, Internet).
• Bilingual in English and another language preferred.

Responsibilities

• Support day-to-day program operations across three Early Head Start programs; coordinate supply orders, prepare and submit payment requests and purchase orders; manage open invoice follow-ups.
• Answer phones, fax, scan, copy and file.
• Create, update and maintain files to ensure regulatory compliance for three EHS programs.
• Maintain physical files required by funder and ensure documents are updated and tracked.
• Provide general office support by coordinating with contractors, managing requests, inventory, and reception area.

Skills

Microsoft Office

Bilingual

Education

High School Diploma or HSE

College degree preferred

Tools

Microsoft Office Suite

Internet

Job description

Job Details

Job Location: 534 Livonia Ave - Brooklyn, NY 11207

Position Type: Full Time

Salary Range: $41,000.00 - $50,000.00 Salary/year

University Settlement partners with 40,000+ New Yorkers in Lower Manhattan and Brooklyn every year to build on our collective strengths as we achieve healthy, stable, and remarkable lives. For nearly 140 years, we’ve fought poverty and systemic inequality by building highly effective social services in collaboration with our neighbors. Established in 1886 as the first Settlement House in the United States, we bring the values of that movement into the 21st century by meeting New Yorkers where they live, listening deeply to all perspectives, and creating space for responsive cooperation.

Joining with our neighbors to make stable foundations where people of all ages can grow and pursue their dreams, we build community strength. We infuse a commitment to civic engagement, equality, and communal action into each of our programs, which include early childhood education, youth development, healthy aging, mental health and wellness, English classes for adult immigrants, community centers, and the arts.

Early Head Start offers comprehensive child development services, family support services and advocacy to low income families with children ages birth to three and pregnant mothers. Following Head Start Performance Standards, the program will provide comprehensive early childhood care and education, including health, nutrition, and mental health services. This program is funded through Head Start federal grant and will operate in Lower East Side, Manhattan. The program aims at providing a nurturing and stimulating environment that will prepare children to enter school with the fundamental skills to succeed.

Responsibilities

• Responsible for supporting day-to-day program operations across three Early Head Start programs, including coordinating supply orders, preparing and submitting Requests for Payment and Purchase Orders for program director approval, and managing open invoice follow-ups with vendors and the Finance Department to ensure timely and accurate processing.
• Responsible for answering phones, faxing, scanning, making copies and filing
• Responsible for creating, updating, and maintaining files to ensure compliance with regulatory bodies and funders for all three Early Head Start Programs
• Maintain physical file required by funder and ensure documents are updated and tracked
• Provide general office support by coordinating with contractors, managing requests, maintaining inventory, and organizing the reception and supply areas.
• Coordinate arrangements for off-site staff development, conference & trainings
• Generate in-kind reports for submission to the Finance Department for all three Early Head Start Programs
• Responsible for completing permit renewal applications for EHS to DOH, along with submitting all documents and application fees to DOH
• Responsible for open invoice follow-up with vendors and the University Settlement Finance Department
• Other duties as requested by supervisor to fulfill job responsibilities

Qualifications

• High School Diploma or HSE required; College degree preferred
• Must have good computer skills (Microsoft Office, Internet, etc.) and 1-2 years of experience working in an office setting.
• Bilingual in English and another language preferred. Language skills may change depending on program needs

Work schedule: Full time, Monday - Friday, 9:00am - 5:00pm, 35 hours per week

We are committed to building a diverse and inclusive community. We support a broadly diverse team that will contribute to our organization. We are an equal opportunity employer for all regardless of race, color, citizenship, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, veteran or reservist status, or any other category protected by federal, state, or local law.